Account Management System User Guide

Transcription

1 Account Management System User Guide System Version Document Version January 19, 2015

2 CONTACT US Document Comments: How are we doing? The Communications & Documentation Team of the electronic Research Administration (era) is dedicated to serving our community and welcomes your feedback to assist us in improving our user guides. Please send comments about the user guide to this address: Troubleshooting support: Please contact the era Help Desk: Toll-free: Phone: TTY: Web: (Preferred method of contact) (for Commons Support) (for IMPAC II Support) Hours: Mon-Fri, 7:00 a.m. to 8:00 p.m. Eastern Time DISCLAIMER STATEMENT No data shown in illustrations represents any real account, project, or individual. Any resemblance to actual accounts, projects, or individuals is purely coincidental. Contact Us/Disclaimer ii January 19, 2015

3 DOCUMENT HISTORY Date System Version Document Version Description of Change Author 07/29/ Initial Draft of Document era Documentation Team 02/20/ /20/ /31/ /25/ For January 2014 Enterprise Release - added how to manage system accounts Added all iedison roles to the Search topic Renamed Section 5 from Create Untrusted or Un-trusted Account to Create Accounts; renamed subtopics also Created user guide from online help files era Communications era Communications era Communications era Communications 5/20/ Updated Overview topic era Communications 1/19/ Updated the user guide for ability to search for accounts using a user's address, ability to search on IPF/Grantee Organization Name for iedison users, new warning message when adding external roles to an internal profile era Communications The most current version of this document will be available on the era web site: Document History iii January 19, 2015

4 TABLE OF CONTENTS 1 Introduction/Purpose/Scope Introduction Purpose Scope 1 2 Overview 2 3 Accessing Account Management Search/View Account Commons User Type and Roles Search Action Options View Option - Commons User Type 12 5 Create Account Create New Account for PD/PI, etc Create New Account Create Account for Existing Profile Create Account with Existing Authentication Credentials Create Administrative Account from New Institution Registration Create Account for IAR Reviewers and Trainees Account Request Previously Initiated Create Account for IAR Reviewers/Trainees Verify NIH Support Continue Account Request Reject Account Request Add NIH Support 31 6 Modify Account Edit Personal Information - Commons User Type 36 Table of Contents iv January 19, 2015

5 6.2 Add User Roles Delete User Role Lock/Un-lock Account Reset Password Create Affiliation Unaffiliate Account Notifications Create Account Notification for New Profiles Create Account Notification for Existing Profiles Password Notification for New Account Registration Failed IAR New Reviewer Invitation IAR Reviewer with Commons Account Invitation IAR Reviewer in Pending Reviewer Status IAR Reviewer in Pending NIH Status IAR Reviewer Account Activation Trainee Registration Invitation Trainee in Pending Trainee Status Trainee Account Activation to PI that Trainee Account Now Active Approve Account Request NIH Support Reviewed Reject Account Request Decline Request Account Modify Account Reset Password Error Messages 62 Table of Contents v January 19, 2015

6 8.1 Search Account Error Messages Create Account Error Messages Create Demo Account Error Messages Manage User Roles Error Messages Reset Password Error Messages 64 Table of Contents vi January 19, 2015

7 LIST OF FIGURES Figure 1: Search Accounts Screen 4 Figure 2: Search Accounts Screen for Commons Users 8 Figure 3: Search Accounts Screen for iedison Users 9 Figure 4: Search Accounts Screen for iedison TTO Users 10 Figure 5: Search Accounts Screen Displaying Commons User Type Search Results 11 Figure 6: View Account Screen for Commons User Type 13 Figure 7: Search Accounts Screen Displaying Create Account Button 15 Figure 8: Create Account Screen 17 Figure 9: Create Account Screen Displaying Magnifying Glass Icon for Add Role 18 Figure 10: Select Role Screen 19 Figure 11: Search Organization Screen 20 Figure 12: Search Organization Screen Displaying Select Option 20 Figure 13: Create Account Screen Displaying Added Role/Organization 21 Figure 14: Create Account Confirmation Screen 22 Figure 15: Search Accounts Screen Showing Account Created 23 Figure 16: Create a New Account for Reviewer or Trainee 26 Figure 17: Verify NIH Support Screen for new Reviewer or Trainee 27 Figure 18: Verify NIH Support Screen for Reviews/Trainees with Previous Experience 28 Figure 19: Complete Account Request Screen 29 Figure 20: Finished Account Request Screen for Reviewer Account 30 Figure 21: Finished Account Request for Trainee Account 30 Figure 22: Reject Account Request Screen 31 Figure 23: Add NIH Support Screen Displaying Search Results 32 Figure 24: Finished Account Request Screen for Reviewer Account 34 Figure 25: Finished Account Request for Trainee Account 34 Figure 26: Modify Account Screen for a Commons User Type 36 List of Figures vii January 19, 2015

8 Figure 27: Modify Account Screen 37 Figure 28: Select Role Screen 38 Figure 29: Select Organization Screen 39 Figure 30: Search Organization Screen 39 Figure 31: Roles Section of Modify Account Screen 40 Figure 32: Modify Account Screen Displaying Delete Feature 41 Figure 33: Confirm Account Unaffiliation Screen 41 Figure 34: Modify Account Screen Displaying Lock/Unlock Feature 43 Figure 35: Modify Account Displaying Reset Password Feature 44 Figure 36: Reset Password Screen 44 Figure 37: Search Accounts Screen Displaying Create Affiliation Hyperlink 46 Figure 38: Modify Account Screen 47 Figure 39: Search Accounts Screen Displaying the Unaffiliate Hyperlink 48 Figure 40: Unaffiliate Account Screen 49 List of Figures viii January 19, 2015

9 1 Introduction/Purpose/Scope 1.1 Introduction This document contains an overview of the Account Management functionality. 1.2 Purpose The purpose of this document is to show users how to use Account Management. 1.3 Scope The document covers all the Account Management functionality in this initial release of the application. Introduction/Purpose/Scope 1 January 19, 2015

10 2 Overview Account Management is accessed via the Admin tab in era Commons and facilitates user account administration based on assigned user roles. Once the institutional account is created, the Signing Official (SO) at each grantee organization is able to establish additional user accounts with various levels of access and capability. The SO or Accounts Administrator (AA) may then create additional accounts for the administrative and scientific staff. Application Features - Commons User Accounts The system provides the ability to search existing Commons account(s). When a search is performed, all records that meet the search criteria are returned on the Search Accounts screen. Details of account are viewed by selecting the View hyperlink in the Search Results section. Authorized users can: Create new Commons user account(s) with an associated password. o The Username and password must comply with Standard era policy guidelines. o All temporary passwords are system generated. Edit an existing Commons user account Manage role(s) on the Commons user account Reset passwords on existing accounts o All passwords are system generated. Lock and unlock Commons user accounts Remove all affiliations from a Commons user account This application is available to only those users that have access privileges to manage Commons accounts. Only users with following roles have access: Account Administrator (AA) o This role gives the user the ability to search accounts, create accounts, modify/manage accounts and grant/revoke roles. Administrative Official (AO) o This role gives the user the ability to search accounts, create accounts, modify/manage accounts and grant/revoke roles. Business Official (BO) o This role gives the user the ability to search accounts, create accounts, modify/manage accounts and grant/revoke roles. Signing Official (SO) o This role gives the user the ability to search accounts, create accounts, modify/manage accounts, and grant/revoke roles. Overview 2 January 19, 2015

11 For additional account role information, please see the era Commons Roles page to view the types of accounts that can be created and their levels of access. System Accounts Users with system accounts are able to retrieve era documents such as the grant image via the era document web service. There is the ability to manage system accounts by Commons and Agency users. For more information on creating system accounts, please click the appropriate hyperlink to access the appropriate mini user guide. Commons - Manage System Accounts Agency - Manage System Accounts Overview 3 January 19, 2015

12 3 Accessing Account Management The Account Management is accessed from the Admin --> Accounts --> Manage Accounts tab in the Commons System. When Account Management is accessed, the default screen is the Search Account screen under the Manage Accounts tab. There are two User Types: Commons and System. For more information on system accounts please refer to the Manage System Accounts topics. Figure 1: Search Accounts Screen Accessing Account 4 January 19, 2015

13 4 5 January 19, 2015

14 4 Search/View Account Account Management provides the ability to search for existing user and system account(s). When a search is performed, all records that meet the search criteria are returned in the Search Results section on the Search Accounts screen. Searching for system accounts can be performed by Commons and Agency users. For more information on searching for system accounts, please click the appropriate hyperlink to access the appropriate mini user guide. Commons - Manage System Accounts Agency - Manage System Accounts 4.1 Commons User Type and Roles Search Depending on the user s roles and privileges, the following options appear on the Search Accounts screen: View NIH Support View Account Modify Account Create Affiliation Un-affiliate an Account Create Account Resend The following roles listed alphabetically can access the Search Account feature. Account Administrator (AA) Account Official (AO) Agency Web Administrator Assistant (ASST) Business Official (BO) Extramural TTO Admin Extramural TTO User Financial Conflict of Interest (FCOI) Graduate Student IDO Administrator IDO User Inventor NIH User Public Access Compliance Report (PACR) PO/GMS/TDCB Administrator 6 January 19, 2015

15 PO/GMS/TDCB User Post Doctorate (POSTDOCT) Principle Investigator (PI) Project Personnel Scientist Signing Official (SO) Sponsor Super Administrator Trainee Undergraduate The following search parameters can be entered, selected or checked to search for an account(s): Role: List of roles that can be searched on User ID: User login identification name First Name Middle Name Last Name Organization Code - For iedison users only - Show all users within a particular organization Organization Name - For iedison users only - Shows all users within a particular organization Account Status - For Commons users only - Shows all profiles that have submitted an application with the Institutional Profile File (IPF) of the querying individual; Values are: Active, Pending, Not Affiliated Authentication Username - For iedison users only - Shows user with a particular username User Types - Values are: Commons, System Search outside your Institution: Searches outside the user s Institution; only for the Commons user type Search Deactivated User - for iedison TTO users - shows all deactivated users only when the check box is checked NOTE: The Continuous Submission (CS) Eligible Only check box is on the Advanced Search screen. Last Name requires a minimum of two characters and First Name requires a minimum of three characters. Upper or lower case may be used. A wild card character (%) may be used to search for 7 January 19, 2015

16 string patterns in the User ID, First Name, Middle Name, Last Name, and Organization Name fields. If a search is preformed without selecting any roles for Institution Administrative (AO and AA) users, the system searches on all authorized (based on privileges) roles including accounts with no roles. If the Account Status of Not Affiliated is selected, then Search outside your Institution box must be checked. Perform these steps for a user type search: 1. To search for an account, select Commons 2. Complete the appropriate fields on the Search Account screen. 3. To search outside an institution, select the Search outside your Institution check box. 4. Click the Search button to initiate the search or click the Clear button to clear the search criteria and start a new search. Figure 2: Search Accounts Screen for Commons Users 8 January 19, 2015

17 Figure 3: Search Accounts Screen for iedison Users 9 January 19, 2015

18 Figure 4: Search Accounts Screen for iedison TTO Users If the Search button is clicked, the system displays the appropriate accounts in the Search Results located at the bottom of the Search Account screen. The default sort order for the search results is the User ID in alphabetical descending order. Fifty search result records per page are displayed. If there are more than fifty search result records, then pagination buttons: First/Prev, page numbers and Next/Last, are displayed. The following fields are in the Search Results section on the Search Accounts screen. User ID User Name Address Account Status Roles/Affiliation Action Options are: View, Edit, Create Affiliation, Unaffiliate, Create Account, Resend Depending on the user s roles and privileges, the following options appear on the Search Accounts screen: 10 January 19, 2015

19 View NIH Support View Account Modify Account Create Affiliation Un-affiliate an Account Create Account Resend The Resend option only appears if the user s account is in a pending status. Figure 5: Search Accounts Screen Displaying Commons User Type Search Results 4.2 Action Options Perform one of the following options in the Action column: 11 January 19, 2015

20 1. To view NIH Support, click the appropriate account s User ID hyperlink. Please refer to topic titled Create Trusted or Un-trusted Account for more information. a. To view an account, click the View hyperlink in the Search Results section for the appropriate account. The View Account screen varies depending on the user type, Commons or System. Please refer to the View Option for Commons User type below. For information on viewing a system account, please refer to the Commons - Manage System Accounts mini user guide or the Agency - Manage System Accounts mini user guide. b. To modify an account, click the Edit hyperlink in the Search Results section for the appropriate account. Please refer to topic titled Modify Account for more information. For more information on modifying system accounts, please refer to the Commons - Manage System Accounts mini user guide or the Agency - Manage System Accounts mini user guide. c. To create an account for a user profile in the system without a User Name, click the Create Account hyperlink in the Action column for the appropriate person. Please refer to the topic titled Create Trusted or Un-trusted Account for more information. d. To create a new account for a user, click the Create Account button located in the lower left corner of the screen. Please refer to the topic titles Create Trusted or Untrusted Account for more information. For more information on creating a system account, please refer to the Commons - Manage System Accounts mini user guide or the Agency - Manage System Accounts mini user guide. NOTE: The Create Account button is displayed, but disabled until a search is performed and the search results are displayed. f. To create an account affiliation, click the Create Affiliation hyperlink for the appropriate account. Please refer to topic titled Create Affiliation for more information. g. To un-affiliate an account, click the Unaffiliate hyperlink for the appropriate account. Please refer to topic titled Unaffiliate Account for more information. h. To resend an if present, click the Resend hyperlink for the appropriate account. Accounts that are pending user review indicate that the user has not validated the account request. Please refer to topic titled Notifications Create Account Notification for Existing Profiles for more information View Option - Commons User Type If the View hyperlink is clicked, the system displays the View Account screen. The following noneditable fields are on the View Account screen: User Type (Values: Commons, NIH, Agency (non-nih), Federated) User ID Login ID 12 January 19, 2015

21 Organization First Name Middle Name Last Name Address Role Organization Figure 6: View Account Screen for Commons User Type 2. To return from the View Account screen to the Search Accounts screen, click the Cancel button located in the lower left corner. 13 January 19, 2015

22 5 Create Account The Commons system associates user accounts with an era profile record within the NIH database. For new users that do not have an existing profile record, a profile record is created. New accounts created with the PD/PI authority role involve unique identification of the PD/PI within the NIH database. Account Management provides the ability to create a new trusted or un-trusted account(s) or an account for an existing account. The Create Account screen can be accessed from Search Accounts screen by clicking the Create Account button. For more information on searching for accounts, please refer to the Search/View Accounts topic. Creating system accounts can be performed by Commons and Agency users. For more information on creating system accounts, please click the appropriate hyperlink to access the appropriate mini user guide. Commons - Manage System Accounts Agency - Manage System Accounts The following roles can create accounts: Signing Official (SO) Account Administrator (AA) Administrative Official (AO) Business Official (BO) The following fields appear on the Create Account screen. User Type - (Values: Commons, NIH, Agency (non-nih), Federated) Organization First Name Middle Name Last Name User Name Re-Enter Role Institution/Organization Create Account 14 January 19, 2015

23 5.1 Create New Account for PD/PI, etc Create New Account A trusted account is where the organization is a registered institution or where the organization is NIH or an Agency. 1. To create a new account, click the Create New Account button on the Search Accounts screen. For information on searching for accounts, please refer to the Search /View Account topic. NOTE: To create an account for a user with an existing profile, please refer to section titled Create an Account for Existing Profile. Figure 7: Search Accounts Screen Displaying Create Account Button Create Account 15 January 19, 2015

24 The system displays the Create a New Account screen. Depending on user s privileges creating the account, the following User Type appears on the Create New Account screen: For users that can only create Agency accounts, they can only select NIH and Agency (non- NIH) user types. For users that can only create Institution accounts, they can only select Federated user types. For users with NIH and Agency (non-nih) user type, they can only select ICs as the organization. For users with a Non-Federated user type, they can select only external organizations as the organization. Common's roles are pre-populated with Commons as the user type. For iedison users that can create Agency or Institution accounts, they can only select iedison user type. Depending on the user logged in, one of the following user types appears: Agency Accounts o NIH all NIH accounts o Agency all non-nih (i.e. Veteran s Administration (VA)) o Federated all external users that belong to Institutes that participate in federation o iedison - All internal accounts Institution Accounts o Commons All extramural accounts o iedison - All extramural accounts If logged in as an external user, then the following occurs: The default User Type: value is Commons. The Organization field is pre-populated based on the account logged in and is non-editable. Create Account 16 January 19, 2015

25 Figure 8: Create Account Screen NOTE: All fields followed by an asterisk (*) are required. 2. If appropriate, select the appropriate User Type: from the drop-down menu. 3. Enter new account information, noting that the User Name must have a minimum of six (6) characters (numbers and letters can be combined). User names may not exceed the maximum of twenty (20) characters. Avoid using special characters or spaces in the Username. NOTE: If the User Type: is Commons, then the User ID field is validated against existing Commons user names (IDs). If the User Type: is not Commons, then there is no authentication. Create Account 17 January 19, 2015

26 Figure 9: Create Account Screen Displaying Magnifying Glass Icon for Add Role NOTE: Institution administrators (AO and AA) cannot create an account with no roles. 4. To add the appropriate role, click the magnifying glass icon in the Role column. The system presents roles that can be granted by the user to the account being managed. For a list of user roles, please refer to the Search/View Account topic. Create Account 18 January 19, 2015

27 Figure 10: Select Role Screen 5. Select the appropriate role and click the OK button. The system adds the role to the user s account being managed. The system defaults to the logged in user s Institution/Organization. Create Account Screen Displaying Magnifying Glass for Organization 6. To add the Institution/Organization, if appropriate, click the magnifying glass icon in the Institution/Organization column. NOTE: If the PI or TRAINEE roles are added, the system automatically adds the SO s Institution in the Institution/Organization column. The system displays the Search Organization screen. Create Account 19 January 19, 2015

28 Figure 11: Search Organization Screen 7. Type in the Organization ID or the Organization name. a. Part of or the entire Organization name may be typed in. 1. The percent sign (%) may be used as a wild card character. 8. Click the Search button. The system displays the search results. Figure 12: Search Organization Screen Displaying Select Option 9. Click the Select hyperlink to select the appropriate Organization name. The system adds the Institution/Organization to the user s account being managed. Create Account 20 January 19, 2015

29 Figure 13: Create Account Screen Displaying Added Role/Organization 10. To add another Role, click the Add hyperlink. The system adds a row with blank Role and Organization boxes. 11. Repeat steps 4 through Complete one of the following: a. Click the Add hyperlink to add a blank Role row. Then click the Save button to complete the account creation. NOTE: The role is not added until Magnifying Glass icons are gone. Therefore the Add hyperlink is clicked before completing a Save. a. Click the Clear button to clear the fields and create a new account. b. Click the Cancel button to exit the screen and return to the Search Accounts screen. If the Save button is clicked, then the system performs validation checks. Please refer to the section titled Error Messages for more information. If there are no validation errors, the system displays a Create Account Confirmation Screen. Create Account 21 January 19, 2015

30 Figure 14: Create Account Confirmation Screen 12. Click the Continue button to complete creating the account. If there are no validation errors, the system performs the following: Creates the authentication credentials and generates a temporary password. Determines the new user account s permissions to create accounts in only one Agency or Institution and sets that as the Institution/Organization Creates the profile for the account and sets the Account Status to Active Associates the account with the profile Sends an notification to the user whose account was created. Please refer to the section titled Notifications Create Account Notification for new Profiles and Password Notification for New Account for more information. The system navigates to the Search Accounts screen Create Account for Existing Profile An Administrator can only create an account for an existing profile for the following roles: PI, TRAINEE, POSTDOC, and SPONSOR. No other roles appear in the Role list on the Role List screen. 1. To create an account for an existing profile, click the Create Account hyperlink on the Search Account screen. Please refer to the section titled Create New Account for more information. Create Account 22 January 19, 2015

31 Figure 15: Search Accounts Screen Showing Account Created The system sends an notification with a Verify Prior NIH Support hyperlink to the user of the new account. Please refer to the section titled Notifications Create Account Notification for Existing Profiles for more information Create Account with Existing Authentication Credentials Creating an account for a user with existing authentication credentials is not applicable for Commons. 1. To create an account that has existing authentication credentials, complete the steps in the section titled Create New Account with the following exceptions: a. For User ID, provide the existing Username. Create Account 23 January 19, 2015

32 When the Save button is clicked, the system validates the existing credentials. If the system determines that the existing credentials are not associated with an era account, an error message is generated. Please refer to the section titled Error Messages for more information Create Administrative Account from New Institution Registration This process started when an Institution Registration request is submitted to NIH. Part of the request is the creation of the SO and the AA accounts from the information provided on the Registration Form. The system creates SO and AA accounts after SO confirms the registration using the link provided in the Registration Approved notification. The process happens behind the scene. If there are no validation errors, the system performs the following: Creates the authentication credentials for SO and AA accounts and generates temporary passwords Creates the profile for the account and sets the Account Status to Active Associates the account with the profile Sends an notification to the user whose account was created. Please refer to the section titled Notifications Create Account Notification for new Profiles and Password Notification for New Account for more information. Sends an notification to the user if the account s creation process fails. Please refer to the section titled Notifications for more information. 5.2 Create Account for IAR Reviewers and Trainees An un-trusted account is where a user is invited via an to register in Commons to become either a Trainee or an Internet Assisted Review (IAR) reviewer. The following scenarios generate an request: 1. The Scientific Review Officer (SRO) invites a reviewer to register in Commons. The system checks the status of the reviewer and sends an (please refer to the section titled Notifications) for one of the following conditions: a. Reviewer s Commons account exists - IAR Reviewer with Commons Account Invitation b. Reviewer does not have a Commons account IAR New Reviewer Invitation c. Reviewer in Pending Reviewer status IAR Reviewer in Pending Reviewer Status 2. A PI invites a trainee to register in Commons. If the trainee is in a Pending Trainee status, the system sends an notification. Please refer to the section titled Notifications Pending Trainee Status for more information. Create Account 24 January 19, 2015

33 5.2.1 Account Request Previously Initiated The following occurs depending on the stage that the account request was in when the processing was canceled: 1. If the Continue button was not clicked on the Create A New Account screen, then the system returns to the Create A New Account screen. Please refer to the section titled Create Account. 2. If the Continue button was clicked on the Create A New Account screen, then the system saved the accounts information and now navigates to the Verify NIH Support screen. Please refer to the section titled Verify NIH Support. 3. The account is in a Pending NIH status, the system produces an error. Please refer to the section titled Error Messages for more information Create Account for IAR Reviewers/Trainees For IAR Reviewers and Trainees, complete the following steps to create an account: 1. Click the Create Account Link in the received. The system displays the Create a New Account screen. The following fields appear on the Create a New Account screen. User Name Password Re-type Password Phone First Name Middle Name Last Name Organization Birth Date SSN Create Account 25 January 19, 2015

34 Figure 16: Create a New Account for Reviewer or Trainee 2. Complete the required fields. NOTE: All fields followed by an asterisk (*) are required. The system generates a temporary password. 3. Perform one of the following: a. Click the Save button to save the new account. b. Click the Reset button to clear the fields and start again. c. Click the Cancel button to exit the screen. If the Reset button is clicked, the system clears all information entered except for the User Name, Password and Re-type Password fields. If the Cancel button is clicked, the system navigates to the Commons Login screen. If the request account registration was not complete, the system sends an notification to user. Please refer to the section titled Notifications Trainee in Pending Trainee Status or IAR Reviewer Pending Reviewer Status for more information. If the Save button is clicked, then the system performs validations. Please refer to section titled Error Messages for more information. If there are no validation errors, the system sets the account status for reviewers to Pending Reviewer and saves the account information. After clicking the Continue button, the system performs a profile and role matching and presents the Verify NIH Support screen. If the system did not find any matching profiles and roles, then the system displays on the Verify NIH Support screen the following informational message: Create Account 26 January 19, 2015

35 We do not show any awarded NIH Support or Committee Involvement for <Last Name>. This may be appropriate. Either select: Add Additional NIH Support, Reject Account Request, or Complete Account Request to continue. Please refer to the section titled Verify NIH Support for how to proceed Verify NIH Support Figure 17: Verify NIH Support Screen for new Reviewer or Trainee Create Account 27 January 19, 2015

36 Figure 18: Verify NIH Support Screen for Reviews/Trainees with Previous Experience 1. On the Verify NIH Support screen, perform one of the following: a. Fill in the Comments for NIH text box if desired. b. If appropriate, confirm the information by selecting the Correct, Incorrect or Nothing radio buttons in the Principal Investigator, Committee Involvement or Training sections on the screen. c. Click the Continue Account Request button to continue the account creation. d. Click the Reject Account Request button to reject the request. e. Click Add NIH Support button to add the NIH Support. Create Account 28 January 19, 2015

37 Continue Account Request If the Continue Account Request button is clicked, the system saves the information entered and displays the Complete Account Request screen. The following sections appear depending on the user account being created: Principal Investigator Committee Involvement Training Figure 19: Complete Account Request Screen 1. Perform one of the following options: a. Click the Complete Account Request button to complete the account registration. b. Click the Back button to return to the Verify NIH Support screen. If the Complete Account Request button is clicked, the system sets the status to Pending NIH and displays the Finished Account Request screen. The system sets the profile status to PROV (Provisional) and moves the account request to the Update Profile Status and Process Registrations (UPSPR) queue. Create Account 29 January 19, 2015

38 Figure 20: Finished Account Request Screen for Reviewer Account Figure 21: Finished Account Request for Trainee Account Reject Account Request If the Reject Account Request button is clicked, the system navigates to the Reject Account Request screen. Create Account 30 January 19, 2015

39 Figure 22: Reject Account Request Screen 1. On the Reject Account Request screen, perform one of the following: a. Complete the Comments (required) text box and click the Reject Account Request button to complete rejecting the account. b. Click the Back button to return to the Verify NIH Support screen. If the Reject Account Request button is clicked, the system sets the account status to blank. The system sends an notification to the initiator of the account request. Please refer to the section titled Notifications Reject Account Request for more information. The system navigates to the Commons Login screen Add NIH Support If the Add NIH Support button is clicked on the Verify NIH Support screen, the system displays the Add NIH Support Search screen. The following fields appear on the Add NIH Support Search screen in the Search section: Type Activity IC Serial Number Support Year Suffix The following fields appear in the Search Result section: Grant Number PI Name Project Title Action Create Account 31 January 19, 2015

40 1. On the Add NIH Support search screen, enter the grant information. NOTE: All fields followed by an asterisk (*) are required. IC and Serial Number are required a. Click the Search button to initiate the search or click the Back button to return to the Verify NIH Support screen. If the Search button is clicked, the system displays the appropriate grants in the Search Result section. Figure 23: Add NIH Support Screen Displaying Search Results b. After clicking the Search button, click the Add Grant hyperlink in the Action column for the appropriate grants to be reviewed or to be a trainee on. If the Add Grant hyperlink is clicked on the Add NIH Support search screen, the system verifies that there are no pending account requests or accounts associated with the profile for the grant(s) selected. The system adds all grants associated with the selected PI profile. The system displays the Complete Account Request screen. Create Account 32 January 19, 2015

41 2. Perform one of the following options: a. Click the Complete Account Request button to complete adding the NIH Support. b. Click the Back button to return to the Add NIH Support screen. If the Complete Account Request button is clicked, the system sets the status to Pending NIH and displays the Finished Account Request screen. The system sets the profile status to PROV (Provisional) and moves the account request to the Update Profile Status and Process Registrations (UPSPR) queue. Create Account 33 January 19, 2015

42 Figure 24: Finished Account Request Screen for Reviewer Account Figure 25: Finished Account Request for Trainee Account Create Account 34 January 19, 2015

43 6 Modify Account Account Management provides the ability to edit/manage existing users account(s). The Modify Account screen can be accessed from Search Accounts screen by clicking the Edit hyperlink in the Action column for the appropriate user. For more information on searching for accounts, please refer to the Search/View Accounts topic. Modifying system accounts can be performed by Commons and Agency users. For more information on modifying system accounts, please click the appropriate hyperlink to access the appropriate mini user guide. Commons - Manage System Accounts Agency - Manage System Accounts The following roles can access the Modify Account feature. Signing Official (SO) Account Administrator (AA) Account Official (AO) Business Official (BO) The following options appear on the Modify Account screen. Ability to Edit Personal Information Add/Delete Role(s) Lock/Un-lock Account(s) Reset Password The following fields appear on the Modify Account screen: User Type (Values: Commons, NIH, Agency (non-nih), Federated) User ID Organization First Name Middle Name Last Name Confirm Role Organizations Action Reset Password Account Lock Status Modify Account 35 January 19, 2015

44 6.1 Edit Personal Information - Commons User Type NOTE: For information on modifying system accounts, please refer to the Commons - Manage System Accounts mini user guide or the Agency - Manage System Accounts mini user guide. Figure 26: Modify Account Screen for a Commons User Type 1. To edit the personal information, complete the appropriate changes to the non-gray fields in the Personal Information section on the Modify Account screen. 2. Perform one of the following: a. Click the Save button to save the changes. b. Click the Clear button to clear the changes and start again. c. Click the Cancel button to exit and return to the Search Accounts screen. If the Save button is clicked, the system performs validation checks, modifies the account with no validation errors, updates the associated personal information (profile) and displays the modified account information. The following informational message is displayed: The account <USER ID> has been successfully updated (ID: ). An notification is only sent to the user whose account is modified. Please refer to the section titled Notifications Modify Account for more information. 6.2 Add User Roles Account Management provides the ability to add user roles. Modify Account 36 January 19, 2015

45 NOTE: For information on modifying system accounts, please refer to the Commons - Manage System Accounts mini user guide or the Agency - Manage System Accounts mini user guide. Business Rules: 1. Roles that are available for selection are restricted by the user type. a. External user types only allow roles that have Institution context. b. Internal user types only allow roles that have agency context. 2. The SO may edit all users with all roles. 3. The AA may edit all users with all roles except for the Financial Conflict of Interest (FCOI) role. 4. Users with the Administrative roles (AO and AA) cannot assign multiple affiliations to one user. 5. User that is granting the role does not have to search for the Institution/Organization because it is pre-populated with the granting user s Institution/Organization. 6. When affiliating a user with more than one Institution, the list of roles available is: IAR, PI, TRAINEE, POSTDOC, and SPONSOR. 7. Duplicate roles may not be created, but multiple roles may be created or revoked at the same time. To access the Modify Account screen, a search is performed. For more information on performing an account search, please refer to the Search/View Account topic. Figure 27: Modify Account Screen Modify Account 37 January 19, 2015

46 1. To add a role, click the magnifying glass icon in the Role column. The system presents roles that can be granted by the user to the account being managed. For a list of user roles, please refer to the Search/View Account topic. NOTE: If an external administrator attempts to add an external role to an internal user without an account profile, the system displays the following warning message: The profile you are adding roles to belongs to an internal user (User ID). Figure 28: Select Role Screen 2. Click the Select hyperlink for the appropriate role. The system adds the role to the user s account being managed. If the system determines that an Agency or Institute/Center (IC) or Institution affiliation is required, the system displays a prompt message. NOTE: Agency affiliation is not applicable to users with Commons roles. For Commons roles, the system displays the institution of the user logged in. 3. If an Agency, IC or Institution affiliation is required, then click the magnifying glass icon in the Organization column. The system displays the appropriate Agencies, or IC(s) on Institutions. The results are limited to a default of twenty agencies or IC(s). If the search criteria returned more that the default number or if no results are returned, the appropriate error message is generated. Please refer to the section titled Error Messages for more information. Modify Account 38 January 19, 2015

47 Figure 29: Select Organization Screen 4. Type in the Organization ID or Organization name and click the Search button. NOTE: The percent sign (%) may be used to search on a string pattern for the Organization name. The system displays the appropriate agency, IC or institution. Figure 30: Search Organization Screen 5. To move forward or backward in the list, click the appropriate Page Number, First, Prev, Next or Last hyperlink. 6. Select the appropriate agency, IC or Institution. The system displays the appropriate agency, IC or Institution in the Organization Name textbox. 7. To add another role and organization, select the Add hyperlink in the Action column. The system adds a row with blank Role and Organization boxes on the Modify Account screen. Modify Account 39 January 19, 2015

48 Figure 31: Roles Section of Modify Account Screen a. Repeat the above steps to add another role. 8. When finished, perform one of the following options on the Modify Account screen: a. To complete adding the role, click the Save button. b. To clear the screen, click the Clear button. c. To cancel adding the role, click the Cancel button If the Save button is clicked, the system saves the changes, recalculates the Early Stage Investigator (ESI) status for the PI, TRAINEE, SPONSOR, and POSTDOC roles and displays the modified role information. The following informational message is displayed: The account <USER ID> has been successfully updated (ID: ). The system sends an notification to the user whose account is being managed. Please refer to the section titled Notifications Modify Account for more information. 6.3 Delete User Role NOTE: For information on modifying system accounts, please refer to the Commons - Manage System Accounts mini user guide or the Agency - Manage System Accounts mini user guide. Users with the appropriate privileges may delete a role from a user s account. Modify Account 40 January 19, 2015

49 Figure 32: Modify Account Screen Displaying Delete Feature 1. To delete a role from a user s account, click the Delete hyperlink in the Action column. The system performs the following validation: If the role is SO, the system displays the Commons Reassign screen. If the role is SO and there is only one SO at the Institution, the system displays an error message. Please refer to the section titled Error Messages for more information. If the last role is being revoked, the system displays the following warning message: You are about to un-affiliate this individual from your institution. Are you sure you want to proceed? o Selecting the appropriate button continues or cancels the deletion. Figure 33: Confirm Account Unaffiliation Screen Modify Account 41 January 19, 2015

50 The system checks to see if the user being unaffiliated from the primary Institution is still affiliated with another Institution. If the user is still affiliated with another Institution, then the system sets randomly one of the other affiliated Institutions as the primary one. 2. Perform one of the following options: a. Click the Save button to complete the role deletion. b. Click the Clear button to clear out the role and organization. c. Click the Cancel button to exit the screen and cancel the changes. If all system validations pass when the Save button is clicked, the system removes the role and affiliation, if appropriate, from the account, displays the role changes, and displays the following informational message: The account <USER ID> has been successfully updated (ID: ). The system sends an notification to the user about the account changes. Refer to the section titled Notifications Modify Account for more information. 6.4 Lock/Un-lock Account Account Management provides the ability to lock/unlock accounts. Users cannot log onto the system when their account is locked. An account can be locked: When a user exceeds the maximum number of login tries When the account is manually locked by the system administrator at the Institution NOTE: This functionality is available to internal NIH staff. To change the account s lock/unlock status: 1. Select the Lock or Unlock button in the Administrative Functions section on the Modify Account screen. Modify Account 42 January 19, 2015

51 Figure 34: Modify Account Screen Displaying Lock/Unlock Feature The system updates the account and displays the following message: The account <USER ID> has been successfully updated. The system sends an notification to the user whose account is being locked or unlocked. Please refer to the section titled Notifications Modify Account for more information. 6.5 Reset Password Account Management provides the ability to reset a user s password. The password can be reset to a system-generated password when a user forgets their password and cannot log onto the system or when the maximum number of logins has passed and users are locked out of an account. Resetting the password changes the account status from locked to unlocked. Modify Account 43 January 19, 2015

52 Figure 35: Modify Account Displaying Reset Password Feature 1. To reset the password, select the Reset Password button. The system displays the Reset Password screen. The following fields appear on the Reset Password screen. User ID address Submit Cancel Figure 36: Reset Password Screen 2. Enter the User ID and the Address. 3. Click the Submit button to update the account or click the Cancel button to exit the screen and cancel the changes. Modify Account 44 January 19, 2015

53 If the Submit button is clicked, the system performs validation checks. For more information, please refer to the section titled Error Messages. If there are no validation errors, the account is updated with a temporary password and the user is returned to the Modify Account screen. The following informational message is displayed: Password reset succeeded. New password has been sent to <Actors address>. The system sends an notification to the user whose password is being reset. Please refer to the section titled Notifications Modify Account for more information. If the Cancel button is clicked, the system returns to the Modify Account screen. 6.6 Create Affiliation Account Management provides the ability to create an affiliation. An affiliation can be created for accounts that are either not currently associated with an institution, such as an account solely with the Internet Assisted Reviewer (IAR) authority role, or for accounts that need to be associated with multiple institutions. Users with the AA or SO role may create an affiliation for their organization only. NOTE: Only accounts with IAR, PI, TRAINEE, POSTDOC or SPONSOR roles may have multiple affiliations. If an account has any roles in addition to these, the affiliation cannot proceed. To start creating an affiliation, the Search outside your institution checkbox must be unchecked on the Search Accounts screen. Modify Account 45 January 19, 2015

54 Figure 37: Search Accounts Screen Displaying Create Affiliation Hyperlink 1. To create the affiliation, click the Create Affiliation hyperlink in the Action column on the Search Accounts screen for the appropriate account. The system displays the Modify Account screen. The following fields are on the Modify Account screen: User Type User ID First Name Middle Name Last Name Address Confirm Role Organization Action column Modify Account 46 January 19, 2015

55 Figure 38: Modify Account Screen 2. To affiliate an account, add the Role and the Organization (affiliation) on the Modify Account screen. Please refer to the section titled Modify Account Add Role for more information. 3. When the appropriate role(s) and organization has been added, perform one of the following options: a. Click the Save button to confirm the change. b. Click the Cancel button to return to the Search Accounts screen. c. Click the Clear button to clear out the role(s) and organization. d. Click the Cancel button to return to the Search Accounts screen. If the Save button is clicked, the system displays the following message: The account has been successfully updated (ID: ). The system sends an notification to the user whose account has been affiliated to an institution. Please refer to the section titled Notifications Modify Account for more information. 6.7 Unaffiliate Account Account Management provides the ability to un-affiliate an institution from an account. Users with the AA or SO role may un-affiliate an account. Modify Account 47 January 19, 2015

56 Figure 39: Search Accounts Screen Displaying the Unaffiliate Hyperlink 1. To process the un-affiliation, click the Unaffiliate hyperlink in the Action column on the Search Accounts screen for the appropriate account. The system displays the Unaffiliate Account screen. The screen displays the following warning message: Clicking on the Unaffiliate button will remove all roles related to your institution for this user. The following fields are on the Create Affiliation screen: User Type User ID First Name Middle Name Last Name DoB Modify Account 48 January 19, 2015

57 Address Role Organization Action column Figure 40: Unaffiliate Account Screen 2. Perform one of the following options: a. Click the Unaffiliate button to un-affiliate the account from the organization. b. Click Cancel button to exit the screen. If the Unaffiliate button is clicked, the system displays the following message: The account <USER ID> has been successfully updated. The system returns to the Search Accounts screen. NOTE: If this is the user's last affiliation and the user has a federated affiliation(s), then all federated affiliations are also removed. Modify Account 49 January 19, 2015

58 7 Notifications 7.1 Create Account Notification for New Profiles To: <Account holder > CC: <Administrator > Subject: era <System Name>: Notification of Authentication Credentials and New era Account Content: Content: <Do Not Reply Warning> <First Name> <Last Name>, An era account has been created for you on <Creation Date > by <Administrator First Name> <Administrator Last Name>. Your account details are: Account holder: <First Name> <Middle Name> <Last Name> Username: <Authentication Username> Organization: <Organization> System(s): <System Name> Role(s): <Roles>/<Affiliation> Shortly, you will be receiving another containing your password. To access the system use the username and password provided in these s. If you have any questions about the creation of this account or level of access, contact the person who created the account at: <Administrator > or <Administrator Phone Number>. 7.2 Create Account Notification for Existing Profiles NOTE: Link supplied in this takes user to the latest not completed step in the registration process. To: <Account holder > Subject--> era <System Name>: Notification of New Account Requested for <ACCOUNT HOLDER NAME (First Middle Last)> Notifications 50 January 19, 2015

59 You have been requested to participate in the <System Name> by <Administrator First Name> <Administrator Last Name> ( < Administrator > from <Institution Name>). You have been identified as the <Role(s)>. To ensure that era has the appropriate information for you on file, we ask you to: Step 1. Open the special URL (address on the Internet) that is unique to you using your web browser. This is done by opening the URL specified below: <Special URL> Step 2. Verify the applications, committee involvement, and training applications that we have for you on file. Note that the information shown only contains applications that have been awarded and Initial Review Group Committees in which you have participated. Step 3. Once you have verified your information, add any comments for era, and approve the selection. era will then review and complete your request. Once completed, you will receive the necessary account information. This generally takes between 2 and 5 business days to complete. Your account request was created on <Account Creation Date> by <Administrator First Name> <Administrator Last Name>. If you have any questions or concerns, contact the person who created the request at: <Administrator >. 7.3 Password Notification for New Account To: <Account holder > Subject--> era <System Name>: Notification of Password for New Account Content: <Do Not Reply Warning> The password associated with your recently created account is <Password> The above password is temporary. You will be required to change your password the first time you successfully log into the system. On the Change Password page, enter the temporary password in the Current Password field. Please read the instructions on the Change Password page carefully before selecting a new password. To access the system use the Username provided in the notifying you of your new account. 7.4 Registration Failed To: <Commons production support > Subject--> Action Required: System error occurred A system error has occurred and processing of the new registration has not been able to proceed. Notifications 51 January 19, 2015

60 The registration details are: Institution Name: <Institution Name> Registration Status: <Registration Status> System(s): <System Name> Registration ID: <Registration ID> Registration Status: <Registration Status> 7.5 IAR New Reviewer Invitation NOTE: Link supplied in this takes user to the latest not completed step in the registration process. To: <Reviewer > Subject -> Notification of IAR Reviewer Invitation for meeting <Meeting Identifiers> - <Meeting Title> Dear Reviewer: This is a system-generated invitation to the <System Name> Internet Assisted Review (IAR) website in connection with your participation on Special Emphasis Panel/Scientific Review Group <insert meeting identifier>, scheduled for <insert meeting begin/end dates>. To submit your preliminary written reviews electronically, you will need to log on to the <System Name> Internet Assisted Review (IAR) website with a user name and password. To establish that user name and password, we have set up a special URL (address on the Internet) that is unique to you. Please visit this web site to create your account as soon as possible or no later than 2 weeks before your reviews are due. Open your Web browser and go to the URL <insert customized registration URL with encrypted person_id> (You can copy and paste this address into the "Location" window of your browser, and press Enter. If the URL doesn t work, make sure it is complete and hasn t been broken over multiple lines. If the URL spans more than one line make sure you are entering all of it in the location window of your browser and that there are no spaces in the address.) Follow the instructions on the screen to enter information about yourself. You will also be asked to verify the public information that era has on file to ensure your information is both accurate and complete. After submitting your registration request, you should receive a notification about your account activation within 2-5 business days; it will contain the URL for the era Commons web site. At that time you will be able to access Internet Assisted Review with temporary password which Notifications 52 January 19, 2015

61 will be sent to you in a separate . Please note that you cannot use Internet Assisted Review until your account is active. If you have questions or problems setting up your account, please call or the NIH era Helpdesk at or or [email protected]. Thank you for your time and effort. Sincerely, <SRO First Name SRO Last Name>, <degree> Scientific Review Officer <SRA address> Phone: <sra phone number> <sra address> 7.6 IAR Reviewer with Commons Account Invitation To: <Account holder > Subject -> Notification of IAR Reviewer Invitation for meeting <Meeting Identifiers> - <Meeting Title> Dear Reviewer: This is a system-generated invitation to the <System Name> Internet Assisted Review (IAR) website in connection with your participation on Special Emphasis Panel/Scientific Review Group <insert meeting identifier> meeting, scheduled for <insert meeting begin/end dates>. To submit your preliminary written reviews electronically, you will need to log on to the <System Name> Internet Assisted Review (IAR) web site with a user name and password. Our records indicate that you have previously established an Internet Assisted Review user account. Your user name is <Commons Username>. Please open your Web browser and go to the <System Name> URL <System logon url>. (You can copy and paste this address into the Location window of your browser, and press Enter. If the url doesn t work, make sure it is complete and hasn t been broken over multiple lines. If the url spans more than one line make sure you are entering all of it in the location window of your browser.) Follow the instructions on the screen to log in to era Commons. After successfully logging on, click on Internet Assisted Review on the Commons main menu bar. Please follow Tips for Reviewers < for submitting critiques. Notifications 53 January 19, 2015

62 Note: To process your reimbursement in a timely manner, please make sure that your banking information is complete. You can enter or update your personal banking information securely from Commons. After you access Commons (as described in the paragraph above) click on Personal Profile on the Commons main menu bar. Then click Residential Address submenu. On the Residential Address page you will be provided with a link to ACH payment system ( Link to Reviewer Payment System ) where you can verify and/or update your personal banking information. If you have questions or encounter problems accessing Internet Assisted Review, please contact me or call the NIH era Helpdesk at or Thank you for your time and effort. Sincerely, <SRO First Name SRO Last Name >, <degree> Scientific Review Officer <SRA address> Phone: <SRA phone number> <SRA address> 7.7 IAR Reviewer in Pending Reviewer Status To: <Account holder > Subject -> era Commons: IAR Reviewer Invitation for meeting <Meeting Identifiers> - <Meeting Title> Dear Reviewer: This is a system-generated invitation to the era Commons Internet Assisted Review (IAR) website in connection with your participation on Special Emphasis Panel/Scientific Review Group <insert meeting identifier> meeting, scheduled for <insert meeting begin/end dates>. Your action is required. Our records show that you have started but have not completed the process to create your era Commons Internet Assisted Review (IAR) account. Please visit this web site to complete your account request as soon as possible. Open your Web browser and go to the URL <insert customized registration url with encrypted person_id> (You can copy and paste this address into the "Location" window of your browser, and press Enter.) Follow the instructions on the screen. To ensure your information is both accurate and complete you will also be asked to verify the public information relating to your grant and committee service history that NIH has on file for you. Notifications 54 January 19, 2015

63 After submitting your registration request, you should receive a notification about your account activation within one week; it will contain the URL for the era Commons web site. At that time you will be able to access Internet Assisted Review with temporary password which will be sent to you in a separate . Please note that you cannot use Internet Assisted Review (IAR) until your account is active. If you have questions or problems setting up your account, please call or the era Help Desk at (tty: ) or [email protected] <mailto:[email protected]>. Thank you for your time and effort. Sincerely, <SRO First Name SRO Last Name >, <degree> Scientific Review Officer <SRA address> Phone: <SRA phone number> <SRA address> 7.8 IAR Reviewer in Pending NIH Status To: <Account holder > Subject -> era <System Name>: IAR Reviewer Invitation for meeting <Meeting Identifiers> - <Meeting Title> Dear Reviewer: This is a system-generated invitation to the era <System Name> Internet Assisted Review (IAR) website in connection with your participation on Special Emphasis Panel/Scientific Review Group <insert meeting identifier> meeting, scheduled for <insert meeting begin/end dates>. Thank you for completing the NIH Commons IAR account creation process for the User ID <USER_ID>. NIH Data Quality staff is currently evaluating your account request. You should receive a notification about your account activation within one week; it will contain the URL for the era Commons web site. At that time you will be able to access Internet Assisted Review with temporary password which will be sent to you in a separate . If you have questions, please contact me or call the era Helpdesk at (tty: ) or [email protected] <mailto:[email protected]>. Thank you for your time and effort. Notifications 55 January 19, 2015

64 Sincerely, <SRO First Name SRO Last Name >, <degree> Scientific Review Officer <SRA address> Phone: <sra phone number> <sra address> 7.9 IAR Reviewer Account Activation To: <Account holder > Subject à era <System Name>: Your reviewer account, <USERNAME>, has been activated Dear Reviewer: This is a system-generated invitation to the era <System Name> Internet Assisted Review (IAR) website in connection with your participation on Special Emphasis Panel/Scientific Review Group <insert meeting identifier> meeting, scheduled for <insert meeting begin/end dates>. An era <System Name> account has been created for <USERNAME> with this User ID <User_ID>. This account gives you access to the era <System Name>, including Internet Assisted Review (IAR). This is one of two s you will receive that contains your login information. In accordance with our security policy, your Username and password may not be sent in the same . Shortly, you will be receiving the second from the era <System Name> containing your password. Please open your Web browser and go to the era <System Name> URL <Login page> (You can copy and paste this address into the Location window of your browser, and press Enter). Follow the instructions on the screen to log in to era <System Name>. After successfully logging on, click on Internet Assisted Review on the <System Name> main menu bar. Please follow Tips for Reviewers < for submitting critiques. Note: To process your reimbursement in a timely manner, please make sure that your banking information is complete. You can enter or update your personal banking information securely from era <System Name>. After you access era <System Name> (as described in the paragraph above) click on Personal Profile on the era <System Name> main menu bar. Then Notifications 56 January 19, 2015

65 click Residential Address submenu. On the Residential Address page you will be provided with a link to ACH payment system ( Link to Reviewer Payment System ) where you can verify and/or update your personal banking information. In the process of verifying your account, the era had the following comments: <Comments> 7.10 Trainee Registration Invitation To: <Trainee > Subject: era Commons xtrain: Create an Account Dear Trainee: This is a system-generated invitation to the era Commons xtrain website in connection with your participation as a Trainee for Program Director [PI name] on a Grant [Grant #]. To participate in the Appointment and/or Termination forms submission, you will need to log on to the era Commons website with a user name and password. Please visit this web site to create your account as soon as possible. Open your Web browser and go to the URL <insert customized registration url with encrypted person_id> (You can copy and paste this address into the "Location" window of your browser, and press Enter. If the URL doesn t work, make sure it is complete and hasn t been broken over multiple lines. If the URL spans more than one line make sure you are entering all of it in the location window of your browser and that there are no spaces in the address.) Follow the instructions on the screen to enter information about yourself. You will also be asked to verify the public information that NIH has on file to ensure your information is both accurate and complete. After submitting your registration request, you should receive a notification about your account activation within 2-5 business days; it will contain the URL for the era Commons web site. At that time you will be able to access xtrain with temporary password which will be sent to you in a separate . Please note that you cannot use era Commons xtrain system until your account is active Trainee in Pending Trainee Status To: <Account holder > Subject à era Commons xtrain: Complete Account registration Dear Trainee: Notifications 57 January 19, 2015

66 This is a system-generated invitation to the era Commons xtrain website in connection with your participation as a Trainee for Program Director [PI name] on a Grant [Grant #]. Thank you for completing the era Commons account creation process. NIH Data Quality staff is currently evaluating your account request. You should receive two s within 1 week indicating that your account is active. One will contain the URL for the era Commons web site and the second will contain your temporary password. You will be prompted to change it upon successful login into Commons for the first time. Please note that you cannot use era Commons - xtrain system until your account is active. For any further questions about this , please contact the era Help Desk at our preferred method of contact or call (tty: ) or [email protected]. Please access the Commons at Trainee Account Activation To: <Trainee > Subject à era <System Name>: An account has been created for <User Name> Dear Trainee: This is a system-generated invitation to the era <System Name> website in connection with your participation as a Trainee for Program Director [PI name] on a Grant [Grant #]. An era <System Name> account has been created for <USERNAME>. This account gives you access to the era <System Name>. To participate in the Appointment and/or Termination forms submission, you will need to log on to the era <System Name> website. This is one of two s you will receive that contains your login information. In accordance with our security policy, your username and password may not be sent in the same . Shortly, you will be receiving the second from the era <System Name> containing your password. Please open your Web browser and go to the era <System Name> URL <Login page> (You can copy and paste this address into the Location window of your browser, and press Enter). Follow the instructions on the screen to log in to era <System Name>. When verifying your account, the era had the following comments: <Comments> Notifications 58 January 19, 2015

67 7.13 to PI that Trainee Account Now Active To: [PI ] AND [xtrain Delegate ] Subject à era <System Name>: Trainee [Trainee Name] registered for Account Trainee [Trainee Name] era <System Name> account has been activated by era. Trainee era <System Name> User ID is: [Trainee Commons User ID] 7.14 Approve Account Request To: <Account holder > CC: <Administrator > Subject à era Commons: An account has been created for <User Name> Content: <Do Not Reply Warning> An era Commons account has been completed for you with the user ID <Insert User Name> with the following user ID <USER_ID>. Your role is that of a <Role(s)>. This role provides your account with a certain level of access to the era <System Name>. This is one of two s you will receive that contains your login information. In accordance with our security policy, your Username and password may not be sent in the same . Shortly, you will be receiving the second from the era Commons containing your password. Once you have completed account setup and have logged into the era Commons, if you have PD/PI Role, please select the menu items Status and then List of Applications/Grants to view your existing support. If this information is incomplete, you may request additional NIH support to be added to your account by selecting the menu item ADMIN/ACCOUNTS and then VERIFY NIH SUPPORT menu items and then add additional NIH Support. Follow the instructions on how to add additional support to your account. Please note that when the NIH verified your account, the NIH had the following comments: <Comments> 7.15 NIH Support Reviewed To: <Account holder > Subject--> era <System Name>: NIH Support for Your Profile has been Reviewed Notifications 59 January 19, 2015

68 The request to review NIH Support for <User First Name> <User Last Name> associated with account <User_ID> has been completed. You should now be able to access era <System Name>. <Insert System specific footer> 7.16 Reject Account Request When: User (for whom account has been requested) has determined that the entire account request was in error and rejects the account request. To: <Initiator of the account request> (not the account holder !!!) Subject--> era <System Name>: Rejection of era Account Request Content: <Do Not Reply Warning> The era account request that you had initiated for [<User First Name> <Middle Name> <Last Name>] at <User > has been rejected by that individual. Their reason for this action is as follows: <Comments> As such, the account information has been reset. Please modify the appropriate information and if desired, resubmit this request. If you have any questions about this , please contact <Initiator First Name> <Initiator Last Name> at <mailto:initiator_ _addr>, who initiated this action Decline Request Account To: <Account Requester > Subject à era Commons: Decline of Account Request Content: <Do Not Reply Warning> The account request for <Authentication Username> has been declined. The reason for this action is as follows: <Comments> 7.18 Modify Account The Modify Account is generated by the system to the person who owns the account that has been modified or for which roles have been updated. Notes: This should be generic for any system. Notifications 60 January 19, 2015

69 When: Administrator modifies user account To: <Account holder > CC: <Administrator > Subject: Notification of era Account Modification for <System Name> Content: <Do Not Reply Warning> Your era account for username <Authentication username> was modified on <modification date time> by <Administrator First Name> <Administrator Last Name>, an administrator of the <System Name>, as follows: Address: < address> Your account has been affiliated with the following organization(s): Role(s) Granted: <Roles>/<Affiliation> Your account has been unaffiliated with the following organization(s): Role(s) Revoked: <Roles>/<Affiliation> Lock Status: <Lock Status> If you have questions, please contact your administrator at <Administrator > or <Administrator Phone Number> Reset Password To: <Account Holder > Subject--> era <System Name>: Notification of era Account Modification The era <System Name> password has been reset for the account belonging to <Account Holder First Name> <Account Holder Last_Name>. The new password is as follows: Password: <Password> The above password is temporary. You will be required to change your password the first time you successfully log into the era <System Name>. On the change password page, enter the temporary password in the Current Password field. Please read the instructions on the Change Password page carefully before selecting a new password. Notifications 61 January 19, 2015

70 8 Error Messages 8.1 Search Account Error Messages Search cannot find the data that matches the search criteria. No results match provided search criteria. Please try using different search criteria. Search exceeds the maximum number of resulting records. Search request returned too many records to display. Please narrow the search criteria and try again. The system determines that the Role, User ID, First Name, Middle Name or Last Name is blank. You must enter a name or user id to continue search. The system determines that less than two characters were entered in Last Name. You must search on more than two characters. The system determines that less than three characters were entered in First Name, then the following error message is displayed: You must search on three or more characters. The system determines that the Account Status: field is not affiliated. You are not able to search on User ID or Role if Account Status parameter is Not affiliated. The system determines that the Continuous Submission (CS) Eligible Only box is checked and the PI role is not selected. You can search for CS Eligible individuals only if you select PI roles as one of your search criteria. The system determines that the Institution Search: box is checked and the Account Status is not affiliated. Institution search check box MUST be unchecked if Account Status = Not Affiliated. 8.2 Create Account Error Messages The system determines that all the required data has not been provided. Error Messages 62 January 19, 2015

71 Please enter required data. The system determines that the Username is not a least six characters. Please provide a Username that is at least 6 characters. The system determines that the account being created exists for existing credentials. An era account exists for the credentials provided. Please modify the account instead of creating a new one. The system determines that the Username provided already exists for the new credentials. Username already exists, please choose another Username. If the existing era account is for the same person, please modify the existing account instead of creating a new one. The system determines that the Username already exists for an administrative account creation. The Username you provided on the registration form has been already taken. Please contact era Help Desk. The system determines that the provided addresses do not match. The addresses provided do not match. Please correct the addresses. The system determines that addresses do not match. The addresses provided do not match. Please correct the addresses. The system determines that the Username exists for the new credentials. Username already exists, please choose another Username. If the existing era account is for the same person, please modify the existing account instead of creating a new one. The system determines that the account request is currently being processed. A pending account request for this profile already exists. You will be notified via when NIH completes processing of the pending request. The system determines that the Last Name was not entered. Please enter data in the Last Name field. The system determines that the phone number was not entered. Error Messages 63 January 19, 2015

72 Phone is a required field. The system determines the address was not entered correctly. Please enter data in the Address field (e.g., user_name@domain_name.com). 8.3 Create Demo Account Error Messages The system determines that a First Name was not entered. Please enter data in the First Name field. The system determines that a Last Name was not entered. Please enter data in the Last Name field. The system determines that a User Name was not entered. Please enter data in the User Name field. The system determines that an Address was not entered. Please enter data in the Address field (e.g., user_name@domain_name.com). The system determines that Usernames are identical. The user names entered are identical. Please use different user names. The system determines that the Institution name was not entered. Please enter Institution Name. 8.4 Manage User Roles Error Messages The system determines that the SO being removed is the only SO at the Institution. Cannot revoke SO role for the only Signing Official (SO) for the Institution. (ID: 30417). The system determines that all required information has not been provided. Please enter required data. 8.5 Reset Password Error Messages The system determines that the User ID and Address were not entered. Username and address are both required. The system determines that the account is locked by an administrator. Error Messages 64 January 19, 2015

73 This account is locked by an administrator. Please contact administrator in your institution to resolve the issue. The system determines that the information entered is invalid or the user is not enrolled in era Commons. Either the information entered is invalid or you are not enrolled in the era Commons. To keep your information secure we may lock your account if you continue to enter incorrect login information. Please see your organization's account administrator for assistance. Error Messages 65 January 19, 2015